Police Records Clerk

National Police; Hyattsville (MD); On-site; USD 52,000 - 58,000; Full time

Job summary

National Police in Hyattsville, MD is seeking a Records Clerk to review, compile, and route files, forms, and reports. The role includes greeting community members and assisting callers or visitors, while maintaining a highly confidential work environment.

Responsibilities include ensuring compliance with laws on records maintenance, transmittal of documents, and data entry across databases using standard software.

Qualifications

• Maintains confidentiality in all aspects of the position.
• Ability to develop and prepare correspondences, reports, records, and other documents.
• Ability to respond to inquiries, process paperwork, and prepare applicable correspondences.
• Strong multi-tasking ability with an understanding of effective triaging.
• Excellent verbal and written communication skills.

Responsibilities

• Reviews documents for completion and accuracy per Department policies.
• Routes incoming correspondences to proper location.
• Identifies problem areas and assists in resolutions.
• Generates correspondences, reports, and statistical material.
• Provides informational assistance to staff, officers, and citizens.
• Maintains files and logs.
• Operates computer with word processing, spreadsheets, and specialized software.
• May assist with red light and speed camera program.

Skills

Confidentiality

Data entry

Verbal communication

Written communication

Multi-tasking

Triaging

Professional demeanor

Tools

Microsoft Office

Excel

Word

Job description

Salary: $51,537.00 – $58,025.00 Annually

Position Summary:

The Records Clerk is a full-time, civilian position. The position reports to the Commander of the Support Services Division and is primarily responsible for the review, compilation, and routing of files, forms, and reports whose origin points may be both internal and external to the department. Additional responsibilities include greeting and assisting community members who call or come into the police department for assistance.

This position requires initiative and is performed in a highly confidential work environment. The incumbent must always conduct themselves in a professional manner. The incumbent is also responsible for ensuring compliance with all applicable legal requirements as it relates to the maintenance and retention of all applicable files.

Essential Functions:

• Reviews documents for their completion and accuracy and ensures they are submitted in compliance with Department policies and procedures.
• Reviews and routes incoming correspondences to their proper location.
• Identifies problem areas in received material and assists in their resolutions.
• Generates correspondences, reports, and statistical material.
• Provides informational assistance to a wide variety of individuals (e.g., staff, officers, citizens)
• Maintains files and logs.
• Operates a computer in conjunction with job-related word processing, spreadsheets, and customized software.
• May assist with the department’s red light and speed automated camera program.
• Screens incoming inquiries to determine their nature and purpose in order to refer them to the appropriate individual
• Enters data into various databases and retrieves data for specific requests
• Must be able to readily acquire and make minor decisions from working knowledge of applicable policies and laws related to records management and dissemination
• Other duties as assigned

Requirements:

• 18 years of age or older
• Valid government-issued driver’s license with an acceptable driving record, as determined by the Chief of Police
• Candidate may have an equivalent combination of training and experience which provides the required knowledge, skills, and abilities for this position
• Ability to maintain confidentiality in all aspects of the position or associated activities
• Ability to develop and prepare correspondences, reports, records, and other documents
• Ability to respond to inquiries, process paperwork, and prepare applicable correspondences
• Ability to communicate effectively and exercise tact, patience, and courtesy in all contacts
• Strong multi-tasking ability, with an understanding of effective triaging.

Preferred Requirements:

• 21 years of age or older
• Experience working in a law enforcement environment
• One year of experience in an office environment
• Ability to de-escalate tense situations
• Knowledge of file retention and dissemination policies and procedures
• Bi-Lingual preferred (Spanish)
• Excellent verbal and written communication skills
• Excellent technical skills, to include data entry
• Considerable knowledge of Microsoft Office, Excel, and Word